DEPARTMENT  OF  THE  INTERIOR 
BUREAU  OF  PENSIONS 


3-1240 


CARD  RECORDS 

IN  USE  IN  THE 

BUREAU  OF  PENSIONS 
1916 


Digitized  by  the  Internet  Archive 

in  2007  with  funding  from 

IVIicrosoft  Corporation 


http://www.archive.org/details/cardrecordsinuseOOunitrich 


3—1240 

DEPARTMENT  OF  THE  INTERIOR 

Franklin  K.  Lane,  Secretary 

BUREAU  OF  PENSIONS 

Gaylord  M.  Saltzgaber,  Commissioner 


CARD  RECORDS 


IN  USE  IN  THE 

BUREAU  OF  PENSIONS 

1916 


WASHINGTON 

GOVERNMENT  PRINTING  OFFICE 
1916 


'^-^^Ki^i'-y-i.^t/hi. 


FOREWORD. 


The  card  records  in  use  in  the  Bureau  of  Pensions  have  grown  to 
such  proportions  and  serve  such  important  yet  different  purposes  that 
it  is  very  desirable  to  have  them  pubHshed,  both  because  of  their 
great  value  to  the  employees  of  the  bureau,  who  are  required  to  make 
daily  use  of  the  information  contained  therein,  and  also  because  of 
their  importance  to  the  general  public  as  an  index  to  vast  and  varied 
information. 

The  work  for  this  purpose  has  been  very  carefully  performed  by 
the  following  employees  of  the  bureau,  namely,  Mr.  Charles  M.  Yeates, 
Mr.  Thomas  R.  Raines,  Mr.  George  Scharf,  and  Mr.  Alexander  K. 
Meek,  who  acted  under  the  personal  direction  of  the  commissioner. 

Gaylord  M.  Saltzgaber, 

Commissioner. 

June  1,  1916. 


34297G 


PENSION  BUREAU  CARD-RECORD  SYSTEM. 


1.  The  card-index  system  of  this  bureau  is  something  more  than 
an  index  to  the  records  of  the  bureau;  it  is,  indeed,  a  complete  system 
of  card  records,  which  has  taken  the  place  of  all  the  heavy  and  cum- 
bersome book  records  formerly  in  use. 

This  system  consists  of  many  kinds  of  card  records  embracing  all 
the  activities  of  the  bureau  and  is  believed  to  be  one  of  the  largest 
card-index  and  record  systems  in  existence.  All  the  divisions  of  the 
bureau  have  cards  appropriate  to  their  particular  work  which  are 
herein  described  in  logical  order,  sample  cards  being  shown  in  their 
proper  place  as  described. 

RECORD   DIVISION. 


2.  This  division  has  completed  cards  which  are  in  active,  everyday 
use,  and,  besides  serving  the  purposes  for  which  they  were  established, 
as  will  be  seen  later  from  their  description  in  detail,  they  furnish 
information  from  which  hundreds  of  letters  of  inquiry,  received  daily 
in  the  bureau,  are  answered,  concerning  particular  claims  for  pension, 
lost  relatives  who,  the  writers  think,  can  be  located  by  the  bureau,  the 
whereabouts  of  former  comrades,  sometimes  the  expression  of 
opinions,  favorable  or  unfavorable,  regarding  pension  matters  and 
numerous  other  things. 

In  very  many  cases  these  letters  are  illegible,  inaccurate,  and  incom- 
plete, but  the  cards  supply  their  deficiencies  and  make ,  possible 
satisfactory  replies.  After  many  years  of  experience  it  is  believed 
that  this  system  of  records  is  as  nearly  perfect  as  can  be  established 
when  dealing  with  records  of  such  immense  magnitude. 

3.  The  large  number  of  claims  filed  in  the  bureau  made  it  necessary 
to  evolve  a  scheme  by  which  anyone  of  them  might  readily  be  located, 
and  to  meet  this  necessity  a  numerical  arrangement,  by  series,  was 
adopted,  so  that  all  claims  are  filed  in  numerical  order  according  to 
serial  number  by  classes.  Therefore,  with  the  number  of  the  claim, 
the  name  of  the  soldier  or  sailor  upon  whose  service  the  claim  is  based, 
and  the  designation  of  that  service,  we  have  three  essentials  by  which 
to  identify  any  paper  that  may  be  filed  in  support  of  a  claim. 

Hence  the  card-index  records  of  this  division  consist  principally  of 
three  separate  and  distinct  records,  namely,  Alphabetical,  Numerical, 

5 


6  PENSION    BUEEAIJ    CARD-RECORD    SYSTEM. 

and  Service  Records  J  "each  complete  in  itself  as  to  its  particular 
function. 

4.  The  '^Alphabetical"  cards  (3-H-3)  (3-H-lO)  (3-H-ll)  are  the 
records  based  on  the  soldiers'  names,  arranged  alphabetically,  and 
constitute  a  record  of  all  claims  arising  out  of  service  in  the 
Volunteer  and  Regular  Establishment,  Army  and  Navy  since  the 
Revolution,  except  in  the  War  of  1812.  They  show  the  name 
and  service  of  the  soldier  and  the  name  of  each  dependent  claim- 
ant or  guardian;  also  the  number  and  date  of  filing  of  each  claim, 
the  State  from  which  filed,  the  name  of  the  attorney,  and  the 
certificate  number  of  the  claim.  On  these  cards  is  also  a  space 
for  '^ Remarks"  which  is  used  in  cross  references.  While  these 
cards  are  arranged  alphabetically  by  the  name  of  the  soldier,  a  sec- 
ondary consideration  is  given  to  the  service,  so  that  ''John  Smith," 
having  an  Alabama  service,  is  placed  ahead  of  "John  Smith,"  having 
a  New  York  service.  The  importance  of  this  is  realized  in  the  fact 
that  there  are  on  file  about  1,300  claims  based  on  the  service  of 
''John  Smith." 

5.  This  record  is  of  great  importance;  it  is  the  legal  record  of  the 
bureau;  and,  in  answering  inquiries,  is  used  where  the  soldier's  name 
only  is  given,  or  when  both  the  number  of  the  claim  and  the  service 
are  incorrectly  given.  It  supplies  in  the  least  possible  time  the 
missing  data  necessary  to  find  the  case  in  the  files,  and  which,  in  fact, 
could  not  be  furnished  from  any  other  records  of  the  bureau. 

6.  The  cards  of  the  different  series  of  this  record  are  as  follows, 
namely,  the  Army,  the  Navy,  the  Mexican  War,  the  Indian  wars,  and 
the  "old  war,"  the  latter  being  for  claims  for  disability  incurred  in  the 
service  prior  to  March  4,  1861. 

These  cards  vary  somewhat  in  the  arrangement  of  spaces  for 
entries  upon  them,  but  are  of  uniform  size  to  allow  filing  in  an  un- 
broken order,  and  are  of  different  colors  to  make  distinct  their  class 
for  facility  in  locating  them. 


PENSION   BUREAU   CAED-EECOED   SYSTEM. 


Name  of 
Soldiee: 

(8-H-8) 

Name  of 
Dependent: 

Widow 

Minor.... 

Service: 

Date  of  Filing. 

Ct.ars. 

Appucation  No. 

Ceetificate  No. 

State  feom 
Which  Filed. 

Invalid 

Widow..  .  . 

Minor 

Attoenet: 

Remaeks: 

Name  of 
Sailoe: 

(8-H-lO) 

Name  and  Class 
OF  Dependent: 

Naval 
Seevice: 

Rank E  nlisted Discharged 

Additional 
Seevice: 

Date  of  Filing. 

Class. 

Application  No. 

Law. 

CEETmCATE  No. 

Law. 

State. 

Invalid... 

WidotJD... 

, 

Remaeks: 

1 

PENSION   BUREAU   CABD-RECORD   SYSTEM. 


Name  of 
Soldier: 

(8-H-ll) 

Name  and  Class  of 
Dependent: 

Seevice: 

Rank Enlisted Discharged 

Additional 
Service: 

Date  of  Filing. 

Class. 

Applica- 
tion No. 

Certificate 
No. 

File  No. 

Act. 

State. 

1 

1 

1 

1 

Bounty  Land: 

Remarks: 

7.  The  ''Numerical  Records"  consist  of  cards  (3-H-4  to  4-H-8 
inclusive)  numbered  and  filed  consecutively  from  1  to  1423905,  the 
highest  number  reached  to  date. 

These  cards  contain  the  name  and  service  of  every  soldier  of  the 
several  wars  and  periods  of  service  since  the  beginning  of  the  Revolu- 
tion, by  whom,  or  by  whose  dependent  relative,  a  claim  for  pension 
has  been  filed,  or  to  whom  a  certificate  bearing  the  number  of  the 
particular  card  has  been  issued. 

8.  While  not  a  full  record  of  any  one  case,  this  card  is  an  invaluable 
index  or  key  to  the  case.  It  presents  in  small  compass  what  is  for 
that  purpose  the  essential  part  of  a  dozen  or  more  records  formerly 
entered  in  separate  books.  For  instance,  card  No.  1  is  the  index 
to  the  records  and  files  of  22  cases  arising  out  of  the  service  of  as 
many  different  soldiers  of  various  periods  since  the  beginning  of  the 
Revolution,  for  each  of  which  periods  of  service  an  independent 
series  of  numbers  was  used  in  recording  claims  and  certificates  and 
in  filing  the  jacketed  papers.  The  number  of  entries  on  the  cards 
of  the  index,  therefore,  decreases  with  the  card  following  that  on 
which  the  last  case  of  each  series  is  entered. 

9.  All  claims  filed  since  August  15,  1910,  based  upon  service  in  the 
Volunteer  and  Regular  Estabhshment  Army  and  Navy  subsequent 
to  March  4,  1861,  are  numbered  in  one  series.  Consequently,  the 
card  in  use  for  indexing  current  claims  arising  out  of  such  service 
provides  space  for  only  4  entries — of  the  correspondingly  numbered 
invalid  and  dependent  claims  and  certificates.     Entries  for  current 


PENSION   BUREAU    CARD-RECOED   SYSTEM. 


9 


claims  of  the  Mexican  War  and  Indian  wars  series,  since  such  serial 
numbers  are  lower,  find  place  on  the  larger  cards  bearing  appropriate 
numbers. 

10.  As  each  new  invahd  claim  is  filed  in  the  current  series,  a  card 
is  added  which  will  contain  only  the  entry  of  that  claim  until  the 
dependent  claims  filed  and  the  invalid  and  dependent  certificates 
issued  shall  have  been  numbered,  each  series  respectively,  to  that 
point. 

11.  As  the  earlier  cards  in  this  series  contained  each  the  records 
of  a  larger  number  of  claims  than  at  a  later  date,  those  now  being 
made  containing  the  entries  of  only  four,  this  series  is  not  of  uniform 
size. 


(3-H^) 

< 
> 

Grig. 

Name 
Serv. 
Ctf.  No. 

1 

Ctf. 

Name 
Serv. 

Ph 
ft 

Grig. 

Name 
Serv. 
Ctf.  No. 

Ctf. 

Name 
Serv. 

1 

(3-H-5) 


INVALID. 


DEPENDENT. 


Grig. 

Ctf. 

Name 

Name 

i 

P5 

Service 

Service 

1  Ctf. 

Ctf. 

< 

Name 

Name 

Service 

Service 

Grig. 
Ctf. 

Name 

Name 

>^ 

> 

1  Ctf. 

1  CV. 

;z; 

Name 

Name 

10 


PEN^SION   BUKEAU   CAED-KECOED   SYSTEM. 


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PENSIOISr   BUREAU   CARD-RECORD   SYSTEM. 


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PENSION   BUREAU   CAED-RECORD   SYSTEM. 


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PENSION   BUREAU   CAKD-BECORD   SYSTEM.  13 

12.  The  ^ ^Service  Record"  consists  of  cards  (3-H-l)  based  on  the 
soldier's  service,  and  while  these  cards  are  indexed  and  filed  accord- 
ing to  service — that  is,  the  organization  in  which  the  service  was 
rendered — they  also  permit  a  subsidiary  alphabetical  arrangement 
throughout,  including  the  smallest  military  unit,  the  company,  and, 
aided  by  a  scheme  of  guides,  no  difficulty  or  delay  is  encountered  in 
at  once  finding  the  desired  card. 

13.  These  cards  contain  spaces  for  the  soldier's  name,  his  service, 
the  dates  of  his  enlistment  and  discharge,  the  date  of  filing  and  the 
number  of  each  claim  based  on  his  service,  and  the  law  under  which 
filed;  also  the  number  of  every  certificate  issued  on  his  service;  addi- 
tional service,  if  any;  the  date  and  place  of  death  of  soldier,  and  any 
explanatory  remarks  or  references  to  other  claims.  On  the  back  of 
these  cards  are  spaces  for  the  soldier's  post-office  address  at  the  time 
of  filing  claim  and  for  subsequent  changes. 

14.  The  old  method  of  recording  claims  was  by  book  entries  in 
chronological  order,  having  the  soldier's  name  as  a  basis  and  indexing 
the, entries  by  the  first  two  or  three  letters  of  his  surname.  This 
method  was  supplemented  about  the  year  1879  by  establishing  a  new 
form  of  record,  a  book  in  which  the  entries  were  classified  with  refer- 
ence to  the  designation  of  the  organization  in  which  the  soldier  served. 
After  that  records  of  all  claims  based  on  service  in  the  Army  (Volun- 
teer or  Regular  Establishment)  subsequent  to  March  4,  1861,  were 
entered  in  this  new  book  as  well  as  in  the  alphabetically  indexed 
books  above  mentioned  until  the  year  1911,  when  the  card  system  of 
records  was  inaugurated,  giving  rise  to  this  series  of  service  records. 


14 


PENSION    BUREAU    CARD-KECOKD    SYSTEM. 


[Face.] 


Name  of 
Soldier: 

(3-H-l) 

Service: 

Late  rank, 

Co Reg't 

Term  of 
Service: 

Enlisted 

,  / Discharged 

,  1 

Date  of  Filing. 

Class. 

Application  No. 

Law. 

Certificate  No. 

Widow 

Minor 

1 

Additional 
Services: 

Remarks: 

Died 

.  ,  / ,at 

[Back.] 


RECORD 

DIVISION. 

(3-H-l) 

DEPARTMENT  OF  THE  INTERIOR. 

BUREAU  OF  PENSIONS. 

P.  0  address  ... 

,/ 

No , 

. , Street, 

Town 

Co. 

,State 

r.  0.  address 

,1 

No , 

Street, 

Town 

,  Co 

,  State 

P.  0.  address 

,  / 

No , 

,State 

Street, 

Street, 

Town 

,Co 

P.  0.  address 

,1 

No , 

Town 

>Go 

,  State 

P.  0.  address 

,  / , 

No , 

Street, 

Town 

,  Co 

,  State 

P.  0.  address 

,  / , 

Ao. , 

Street, 

Town 

,  Co 

,State 

PENSION    BUKEAU    CAKD-RECOKD    SYSTEM.  15 

REMARRIED  WIDOWS'  RECORD. 

15.  In  the  book  record  of  claims  filed  under  the  act  of  March  3, 
1901,  adopted  soon  after  the  passage  of  that  act,  the  soldier's  name 
was  made  the  basis  of  the  entry.  The  record  was  indexed  only  by 
the  first  letter  of  his  name,  and  the  entries  were  made  in  chronological 
rather  than  alphabetical  order.  The  search  for  a  record  was,  there- 
fore, often  long  and  tedious. 

When  the  card  system  of  records  was  adopted  a  card  (3-H-9)  for 
recording  these  claims  was  designed  to  contain,  on  the  first  line,  the 
name  of  the  claimant,  and  these  cards  are  now  arranged  alphabetically 
as  to  the  names  of  the  claimants.  In  the  spaces  below  are  placed  the 
name  of  the  soldier  and  his  service,  the  number  of  the  widow  certifi- 
cate or  claim,  the  date  of  filing  under  this  act,  and  any  '^  cross  refer- 
ence," e.  g.,  to  a  claim  as  widow  or  mother  of  another  soldier. 


(8-H-9) 
REMARRIED  WIDOW. 

Name  oi 
Claimant: 

Name  of 
Soldier: 

Service: 

Number: 

Orig.                                                           1    ctf.    1 

Date  of  Filing: 

Remarks: 

Other  card  records  in  this  division  are  as  follows: 
GEOGRAPHICAL  RECORD. 

16.  In  compliance  with  the  requirements  of  section  5  of  the  act  of 
May  11,  1912,  a  system  of  card  records  has  been  established  showing, 
in  addition  to  the  name  and  length  of  service  of  each  pensioner,  the 
monthly  rate  of  pension  granted  him  and  the  county  and  State  of  his 
residence,  also  the  age  of  pensioner  as  required  by  the  amendment 
of  March  4,  1913.  This  card  (3-F-3)  also  shows  the  number  of  his 
certificate,  his  pensionable  service,  the  date  of  filing  claim,  and  his 
post-office  address.  Cards  written  since  the  date  of  the  amendment 
show  the  date  of  pensioner's  birth  and  a  schedule  of  the  ''automatic" 
increase  for  which  the  amendment  also  provides. 

When  information  of  a  change  of  pensioner's  post-office  address  is 
received,  the  card  is  corrected  and  filed  in  its  proper  place.     Upon 


16 


PENSION   BUREAU   CAED-EECOKD   SYSTEM. 


receipt  of  notice  of  the  pensioner's  death  the  card  is  stamped  ''dead" 
in  the  upper  left-hand  corner. 

17.  The  plan  of  filing  the  cards  is  alphabetically  by  names  of 
pensioners  at  each  post  office,  of  post  offices  in  each  county,  of  coun- 
ties in  each  State,  and  of  States  in  the  Union.  This  not  only  provides 
a  record  which  satisfies  the  particular  aims  of  the  act,  but  is  a  valu- 
ble  adjunct  to  the  card  system  of  records  as  used  in  the  current  work 
of  the  bureau. 


Certificate  No 

(3-F-3) 
Act  of  May  11, 1912. 

Name  of  soldier    . 

Length  of  service 

Years.              Months.             Days. 

Monthly  rate 

« Age 

Residence 

State 

County 

P.  0 

Service 

Date  of  filing 

THE  ADJUDICATING  DIVISIONS. 

18.  The  purposes  and  work  of  the  Army  and  Navy  Division  and 
the  Civil  War  Division,  known  as  the  adjudicating  divisions,  being 
practically  the  same,  their  cards  are  herein  described  together  as 
being  identical.  They  show  the  whereabouts  of  all  the  cases  in  the 
jurisdiction  of  either  division,  past  or  present. 

All  cards  bear  the  stamped  name  of  the  division  to  which  they  per- 
tain, and  a  sample  of  each  is  given  herewith  at  the  place  of  its 
description. 

19.  On  receipt  of  a  claim  for  pension  by  an  adjudicating  division 
it  is  counted  by  the  clearance  section  (the  accounting  section)  as  a 
pending  claim.  A  clearance  section  card,  Form  No.  3-415,  bearing 
the  title  of  the  claim  and  a  check  mark  (x/)  opposite  the  name  of  the 
law  under  which  filed,  is  strapped  to  the  claim,  where  it  remains  until 
the  claim  shall  have  been  finally  disposed  of  by  allowance  or  other- 
wise, the  object  of  the  card  being  to  show  that  the  claim  has  been 
properly  counted,  and  thus  prevent  the  recounting  of  a  claim  into 
the  division  account. 


PENSION   BUREAU   CARD-KECOED   SYSTEM. 


17 


(8-415) 


Keep  on  outside  of  case  until  final  action  is  taken. 


CLEARANCE  SECTION 


Invalid 
Widow 


Name 


PENDING. 


Act  May  11, 1912.. 
Act  April  19,  1908. 

General  laws 

Other  acts 


Check. 


In  case  of  error,  bring  papers  to  Clearance  Desk. 


46218—16 2 


18 


PENSION   BUREAU   CABD-RECORD   SYSTEM. 


20.  A  card,  Form  No.  3-414,  is  attached  by  the  clearance  section 
to  nonpending  claims  temporarily  in  the  division,  and  is  intended  to 
prevent  the  counting  of  the  case  as  a  pending  claim. 


(3-414) 


NOT  PENDING. 


AFTER  ACTION, 


RETURN  TO 


CLEARANCE  SECTION 


LEAVE   THIS   SLIP   ON   OUTSIDE   CASE 


PENSION   BUREAU    CABD-EECOED    SYSTEM.  19 

21.  A  claim,  having  been  properly  counted  as  pending  by  the 
clearance  section  of  the  division,  is  ready  to  be  charged  to  an  examiner 
for  action,  and  for  this  purpose  a  card,  Form  No.  3-417,  is  used, 
bearing,  in  addition  to  the  title  of  the  claim,  the  name  of  the  examiner 
to  whom  the  claim  is  charged,  with  the  date  when  it  is  turned  over 
to  him. 

This  card  is  then  placed  in  its  numerical  order  in  the  files  of  the 
division,  there  taking  the  place  of  the  claim  itself  and  showing  who 
in  the  division  has  the  claim  and  is  to  be  held  responsible  for  it.  This 
card  remains  in  the  files  until  the  claim  shall  have  been  disposed  of 
by  allowance,  rejection,  or  abandonment. 

22.  When  a  case  is  sent  from  an  adjudicating  division  to  some  other 
division  for  an  opinion  or  for  action,  a  brown  card.  Form  No.  3-418, 
is  used,  showing  the  title  of  the  claim,  the  claimant's  post-ofiice 
address,  the  name  of  the  division  to  which  the  claim  is  forwarded, 
and  the  date  and  purpose  of  the  same,  the  card  being  signed  by  the 
examiner  in  charge  of  the  claim.  When  the  case  passes  through  the 
clearance  section  this  card  is  forwarded  to  the  files  of  the  division, 
where  it  is  strapped  to  the  examiner's  charge  card  (3-417),  to  remain 
there  until  the  claim  is  finally  disposed  of  elsewhere  or  returned  to 
the  division. 

A  duplicate  of  this  card  is  held  in  the  clearance  section,  should  the 
case  be  forwarded  to  a  division  having  no  regular  files,  in  order  that 
the  return  of  the  case  to  the  adjudicating  division  may  be  assured. 


20 


PENSION   BUREAU    CARD-RECORD   SYSTEM. 


(3^17) 


FILES  SLIP, 


No. 


EXAMINER. 


(3-418) 


FILES  SLIP. 


Orig. 
Cert. 


Name: 


[Post-offlce  address.] 


[Service.] 
Submitted  to  the  Board  of  Review  for 


Examiner. 


To  Medical  Div 


J  Examiner. 

To  Record  Div    .              .           

....                        ,  Examiner 

To  Law  Div   .                   

J  Examiner. 

To  S  E  Div 

J  Examiner. 

To Div 

Examiner. 


PENSION   BUREAU    CARD-RECOED   SYSTEM. 


21 


23.  When  a  case  is  submitted  to  the  Board  of  Review  for  final  dis- 
position, two  cards,  Forms  3-419  and  3-420,  go  with  it  from  the  divi- 
sion. Form  3-419  shows  the  title  of  the  claim,  the  date  of  its  submis- 
sion to  the  Board  of  Review,  and  the  name  of  the  examiner  submit- 
ting it,  and  remains  with  the  case  until  final  action.  If  the  case  has 
more  than  one  pending  claim  a  card  is  made  for  each  one.  If  the 
claim  be  rejected  by  the  Board  of  Review,  this  card  is  returned  to  the 
adjudicating  division  with  the  case  and  stamped  ''Rejected."  It  is 
then  returned  to  the  division  files,  and  shows  by  indorsement  thereon 
that  the  case  was  forwarded  to  the  Abandoned  or  Admitted  files. 

24.  Should  the  claim  be  allowed,  or  other  disposition  than  rejection 
be  made  of  it  by  the  Board  of  Review,  proper  notation  of  the  action 
taken  is  made  thereon  and  the  card  is  returned  to  the  adjudicating 
division  and  placed  in  its  files  to  show  the  whereabouts  of  the  case. 


(8-419) 


DIVISION. 
,  Examiner. 


(Write  surname  first  plainly.) 

No 

(Class.) 
Soldier, 

Co , Reg't 

Submitted  for ,  19 

,  Reviewer, ,  19 

Resubmitted  for ,19 

,  Reviewer, ,  19 


FROM  BOARD  OF  REVIEW  TO 

Examiner 

2d  charge 

3d  charge 

Sp.  Ex.  Div 

2d  charge 

Law  Div 

Finance  Div 

Misc.  charges 

Cert.  Div 

(Use  this  slip  in  resubmitting  the  case.) 


22 


PENSION    BUREAU    CAED-RECOED    SYSTEM. 


25.  Card  Form  No.  3-420  is  a  green  record  card  for  use  in  the 
Board  of  Review. 


(3-420) 


DIVISION. 


{Orig.  No. 
Cert.  No. 


Soldier, 
Co 


Reg't 


ADJUDICATING  DIV. 

Ret'd  on  Review.  Rejected. 


MEDICAL  DIV. 


FINANCE  DIV. 


SPECIAL  EX.  DIV. 


COMMISSIONEE. 


First  Deputy. 


Second  Deputy. 


CERTIFICATE  DIV. 


MISCELLANEOUS. 

SECEETARY. 

ADMITTED  FILES. 

PENSION   BUREAU    CARD-RECOED   SYSTEM, 


23 


26.  When  an  original  claim  is  allowed,  a  new  number  is  given  it 
by  the  Certificate  Division,  and  the  place  of  filing  of  the  claim  is 
changed  from  the  files  of  claims  bearing  the  original  serial  numbers 
to  the  files  composed  of  claims  bearing  certificate  numbers. 

27.  The  adjudicating  divisions  are  notified  of  thi§  change  in  num- 
ber, through  the  medium  of  a  card — Form  No.  3-752  in  case  of  an 
invalid  claim  and  Form  No.  3-753  in  case  of  a  widow's,  minor's,  or 
dependent's  claim.  This  card  bears  the  full  title  of  the  claim,  includ- 
ing both  original  and  certificate  numbers,  and  is  substituted  in  the 
files  of  the  division  for  all  former  cards  representing  the  claim. 

By  referring  to  this  card,  any  matter  that  is  filed  for  use  in  one  of 
these  claims,  but  bearing  only  the  original  number,  can  readily  be 
forwarded  and  applied  to  the  claim. 


(3-752) 


INVALID. 


Claim  No 


Certificate  No.  ... 


Mailed ,191 


Class 


NAME. 


(8-758) 


WIDOWS. 


Claim  No 


Certificate  No , 


Issued 19. 


Class 


NAME  OF  SOLDIER. 


24  PENSION   BUEEAU   CAED-EECOKD   SYSTEM. 

28.  If,  upon  examination  of  a  claim  in  one  of  the  adjudicating 
divisions,  it  is  found  that  because  of  the  service  rendered  by  the  sol- 
dier the  claim  properly  belongs  to  the  other  division,  card  Form 
No.  3-422  (called  ''Transfer  slip")  is  filled  out  to  show  the  title  of 
the  claim,  the  division  to  which  it  belongs,  and  the  date  of  forward- 
ing to  that  division,  being  signed  by  the  examiner  to  whom  the 
claim  was  charged.  This  slip  is  placed  in  the  division  files  to  show 
the  action  taken. 


(3-^22) 


-  .Div. 
TRANSFER  SLIP. 


(Invalid 
No.  J 

Widow. 


NAME  OF  SOLDIER. 


Service: 


CASE  SENT  TO 

Division, 

,190... 


PENSION   BUREAU    CAKD-RECOED   SYSTEM. 


25 


29.  As  invalid  claims  are  filed  under  one  series  of  numbers,  while 
claims  of  widows,  minors,  etc.,  bear  a  different  series  of  numbers, 
whenever  it  becomes  necessary  to  bring  together  any  two  cases 
bearing  different  numbers,  card  Form  No.  3-070  is  used  to  show  the 
consolidation,  and  the  card  is  put  in  the  files,  in  the  place  from  which 
the  first  claim  was  drawn,  and  remains  there  as  a  permanent  reference. 

The  upper  part  of  the  card  shows  the  full  title  of  the  first  claim 
and  the  lower  part  the  full  title  of  the  second. 


(3-070) 


Do  not  remove  this  slip. 
Attach  nothing  to  it. 


Orig.  No. _ 

Cert.  No.. 

_ Class 

CONSOLIDATED  WITH. 

Orig.  No 

Cert.  No.. 

--- - Class 


26  PEN^SION    BUREAU    CAED-EECOED    SYSTEM. 

30.  All  claims  that  have  been  allowed  are  kept  in  numerical  order 
and  by  series  in  permanent  files,  called  the  ''Admitted  files."  Invalid 
pensioners,  however,  are  constantly  filing  applications  for  increase 
of  pension,  and,  in  case  of  their  death,  their  widows  or  minor  children 
make  claims  for  pension,  or  there  may  be  an  inquiry  regarding  some 
point  not  made  clear  to  the  pensioner  in  his  case.  When,  therefore, 
these  applications  or  inquiries  are  received,  the  original  papers  are 
withdrawn  from  the  admitted  files  for  consideration  in  connection 
with  the  new  matter  received.  For  this  purpose  a  withdrawal  card, 
Form  No.  3-421,  is  used,  showing,  in  addition  to  the  title  of  the 
claim,  the  name  of  the  division  requiring  the  papers,  the  name  of  the 
party — usually  the  chief  of  division— drawing  the  papers,  and  the 
specific  purpose  for  which  they  are  wanted;  on  the  bottom  of  the  card 
is  stamped  the  date  and  the  words  ''Admitted  files — Received." 

31.  This  withdrawal  card  is  held  in  the  admitted  files  as  a  receipt 
for  the  original  papers,  and  will  not  be  removed  from  its  place  in 
the  files  except  upon  the  return  of  the  original  papers,  when  it  is 
•destroyed. 

32.  In  case  the  original  papers  were  previously  taken  from  the 
admitted  files,  this  card  is  returned  to  the  division,  with  a  notation 
made  on  its  lower  portion,  showing  when,  by  whom,  and  for  what 
purpose  they  were  borrowed. 


PENSION   BUREAU    CAED-RECORD    SYSTEM. 


27 


(8-421) 


ADMITTED  FILES. 


Certificate  No. 

Series 

Pensioner 

Soldier 

Service 


Drawn  hy. 
for. 


Division. 


Charged _ ,  191 


to 


on  slip  signed. 


File  Cleric. 


33.  The  abandoned  files  contain  such  claims  as  have  not  been 
allowed,  their  further  prosecution  having  been  abandoned  by  the 
claimants,  either  temporarily  or  permanently,  and  for  various 
reasons. 


28  PENSION   BUREAU   CAED-BECOBD   SYSTEM. 

34.  Whenever  anything  is  received  in  the  bureau  relative  to  an 
abandoned  claim,  such  claim  is  withdrawn  from  the  abandoned 
files;  and  for  this  purpose  card  Form  No.  3-426  is  used,  the  card  being 
put  into  the  abandoned  files  in  place  of  the  claim  and  kept  there  as 
a  receipt  for  the  same  until  it  be  returned  or  disposed  of  permanently 
or  otherwise. 

This  card  shows  by  whom  the  claim  is  wanted  and  the  date  and 
purpose  for  which  it  is  withdrawn  from  the  abandoned  files. 


PENSION   BUREAU    CARD-RECORD    SYSTEM. 
(8-426) 

ABANDONED  FILES. 

No -.-. 

Series 

Soldier 

Service 

Drawn  hy 

for _ 

Division. 

Charged ,  19 

to 

on  sli'p  signed 

-. , 

File  Cleric. 


29 


30  PENSION   BUKEAU   CARD-RECORD   SYSTEM. 

MEDICAL  DIVISION. 


35.  The  card  system  used  in  this  division  is  as  follows: 

Several  sets  of  cards  which  are  rosters  of  the  1,292  boards  of  exam- 
ining surgeons,  arranged  alphabetically  by  States  and  cities,  show: 

The  location  of  the  board  (geographical). 
Meeting  days  for  examinations. 
The  place  of  meeting. 

Official  mail  address  when  different  from  the  meeting  place. 

The  names  of  members,  showing  the  president,  the  secretary,  the  treasurer,  and  the 
ad  interim  member  if  one  has  been  appointed. 

These  cards  also  include  the  single  surgeons  and  their  addresses^ 
which  number  128. 

36.  Several  sets  of  roster  cards  of  expert  surgeons  are  kept,  from 
which  a  surgeon  may  be  selected  to  make  expert  examinations  when 
necessary.  These  cards  show  the  names  of  550  available  surgeons 
and  the  cities  where  they  reside. 

37.  A  card  index  and  record  of  examinations  ordered  is  main- 
tained, showing: 

The  date  of  the  order. 
The  character  of  the  claim  and  service. 
The  name  of  the  organization  in  which  service  was  rendered. 
The  name  of  the  claimant. 
The  number  of  the  claim. 
The  date  of  examination. 
The  date  of  filing  the  certificate  with  the  case. 

The  dates  of  request  for,  and  receipt  of,  an  amendment,  should  such  be  necessary, 
and  also  the  date  of  mailing  call  slips  in  case  of  delay. 

38.  A  set  of  signature  cards,  giving  the  personal  signatures  of  the 
surgeons  and  the  names  of  the  boards  of  which  they  are  members, 
or  the  location  of  the  single  surgeons,  is  arranged  alphabetically  and 
maintained  in  the  accounting  section  of  the  division. 

39.  Card  Form  3-417,  which  is  used  in  the  adjudicating  divisions, 
is  also  used  in  this  division  and  filed  numerically.  It  is  a  record  of 
the  case  while  in  this  division.  After  a  case  has  been  checked  out 
of  the  division,  as  having  been  sent  elsewhere,  this  card  is  destroyed. 
A  sample  is  shown  on  page  20. 

40.  A  card,  Form  3-347,  is  used  primarily  by  each  board  of  sur- 
geons in  making  a  report  when  no  examinations  are  made  on  a  regular 
meeting  day,  and  is  returned  as  a  postal  card. 

In  the  division  these  cards  are  filed  according  to  States  and  cities 
and  are  available  for  reference  for  a  period  of  two  years. 

Upon  these  cards  indorsements  by  rubber  stamps  indicate  to  which 
quarter  the  report  belongs. 


PENSION   BUREAU   CAED-EECORD   SYSTEM.  31 

Entries  are  also  made  to  show  when  no  examinations  were  made 
during  the  quarter. 

If  examinations  were  made  during  one  or  two  meeting  days  during 
the  quarter,  the  date  upon  which  the  vouchers  are  drawn  for  payment 
is  stamped  upon  the  card. 

41.  Another  card  (a  blank)  is  provided  on  which  to  complete  the 
record  when  examinations  are  made  on  each  examination  day  of  the 
quarter. 

These  cards  are  filed  with  the  incoming  vouchers,  and  all  available 
information  on  vouchers  for  the  quarter  is  to  be  found  in  one  place 
only. 

LAW  DIVISION. 


42.  The  card  index  and  record  systems  in  this  division  are  numerous 
because  of  the  diversity  and  the  miscellaneous  character  of  its  work^ 
Card  Forms  No.  3-414  and  No.  3-415  (clearance  section  sHps)  are 
used  here  as  in  the  adjudicating  divisions,  already  described,  and 
a  card.  Form  No.  3-917,  is  used  as  a  file  shp  for  every  pension  case 
received  into  the  division.  This  card  shows  the  number  and  class 
of  the  claim,  the  name  of  the  claimant,  and  the  name  and  service  of 
the  soldier;  also  the  name  of  the  person  in  the  division  to  whom  the 
case  is  charged  and  the  date  of  same.  It  is  then  placed  in  numerical 
order  in  the  files.  When  action  on  the  case  is  finished  a  notation  is 
made  on  the  card  showing  where  it  is  sent  and  the  date  thereof,  the 
card  remaining  in  the  files. 


32 


PENSION   BUREAU   CAKD-RECORD   SYSTEM. 


Law  Division. 


(3-917) 


DEPARTMENT  OF  THE  INTERIOR. 

BUREAU  OF  PENSIONS. 


Grig.  No.  . . 
Cert.  No.  ... 
Class 


Claimant _ 

Soldier _ 

Co , Reg't 

Vessel ,  U.S.N. 


PENSION   BUREAU   GAED-RECORD   SYSTEM. 


33 


43.  Card  Form  3-916  is  used  as  a  call  slip  for  obtaining  a  case  from 
another  division.  It  contains  the  data  necessary  to  identify  the 
case,  and  is  retained  as  a  receipt  in  the  division  where  the  case  is 
found  until  the  case  shall  be  returned. 


Original  No. 
Certificate  No. 

(8-916) 

CALL  SLIP. 

ffl/IJtM, 

Claimant  

Soldier 

Service 

Drawn  by 

General  Files,  L 

jw  Division. 

for           

J  VI . 

.__ _.__.......  Division. 

46218—16 3 


34 


PENSION   BUREAU    CARD-RECORD   SYSTEM. 


44.  Card  Form  3-399  is  used  when  some  question  is  pending  in  a 
case  in  this  division  and  the  use  of  the  claim  is  temporarily  desired 
elsewhere.  The  card  is  placed  outside  the  case  to  insure  the  latter's 
return  to  this  division  for  completion  of  its  work. 


(8-399.) 


KEEP  THIS  SUP  ON  OUTSIDE  OF  CASE. 


RETURN  THIS  CASE 

TO  THE 

GENERAL  FILES,  LAW  DIVISION. 


PENSION    BUREAU    CARD-RECORD   SYSTEM.  35 

45.  The  following  is  a  description  of  the  card  index  of  the  general 
correspondence  in  this  division: 

The  carbons  of  miscellaneous  correspondence  where  there  are  no 
cases,  of  congressional  and  departmental  correspondence,  of  opinions 
on  lawful  widowhood  and  miscellaneous  subjects,  are  arranged  as  far 
as  possible  in  chronological  order.  A  card  for  each  is  then  made  for 
the  alphabetical  file.  Opinions  on  lawful  widowhood  and  miscella- 
neous subjects  are  also  indexed  under  the  State  and  subject  files, 
carbon  copies  of  the  alphabetical  card  being  made  for  this  purpose. 

A  carbon  letter  and  aU  the  cards  pertaining  thereto  are  given  the 
same  number.  The  carbon  is  filed  numerically,  and  the  cards  like- 
wise in  their  proper  file. 

46.  The  alphabetical  card  contains  the  following: 

File  number,  name  and  address  of  person  written  to,  or  name  of 
soldier,  service,  and  number  of  claim  referred  to  in  the  opinion, 
initial  of  writer,  date,  and  subject  matter. 

47.  The  State  card  and  subject  card  contain  the  same  items  as  the 
alphabetical  card. 

48.  A  cross-reference  card  is  also  used  in  the  alphabetical  file.  It 
contains  the  file  number,  the  name  of  the  person  referred  to  in  the 
correspondence,  the  name  and  address  of  the  correspondent,  and  the 
proper  reference. 

CRIMINAL  CARD  INDEX. 

49.  A  card  index  and  record,  arranged  alphabetically  and  by 
States,  is  kept  of  all  civil  suits  and  criminal  cases.  In  criminal  cases 
one  original  and  two  carbons  of  the  card  are  made — one  for  the  alpha- 
betical, one  for  the  State,  and  one  for  the  general-correspondence  file. 
The  card  contains  the  initial  of  the  person  writing  up  the  case;  the 
name  and  address  of  defendant;  the  judicial  district;  the  name,  serv- 
ice, and  claim  number  of  soldier  or  claimant;  the  date  case  is  for- 
warded to  the  Secretary  of  the  Interior  for  transmittal  to  the  Attorney 
General;  the  act  under  which  the  offense  was  committed;  the  offense; 
the  date  of  indictment;  the  date  of  conviction  and  the  sentence.  A 
synopsis  of  facts  is  written  on  the  back  of  the  card. 

50.  A  cross-reference  card  is  made,  containing  the  name  of  soldier 
and  claimant,  the  reference,  and  the  name  of  the  defendant.  These 
cards  are  filed  in  the  alphabetical  index  for  criminal  cases.  In  civil 
suits  one  original  and  three  carbon  cards  are  made — one  for  the 
alphabetical,  one  for  the  State,  one  for  the  civil-suit,  and  one  for  the 
general-correspondence  file.  This  card  contains  about  the  same  infor- 
mation as  the  card  for  criminal  cases.  Cross-reference  cards  are  made 
and  filed  in  the  alphabetical  index  for  criminal  cases. 


36  PENSION   BUREAU   CARD-RECORD   SYSTEM. 

51.  A  card  index,  arranged  chi'onologically,  is  kept  of  all  indict- 
ments, convictions,  noUe  prosequi  cases,  acquittals  and  cases  returned 
by  United  States  attorneys  where  no  action  is  taken.  This  card  con- 
tains the  name  and  address  of  the  defendant,  the  judicial  district, 
the  date  action  is  taken,  the  act  under  which  the  offense  is  com- 
mitted, and  the  offense. 

52.  A  card  index  is  kept  alphabetically  of  all  claims  filed  under  the 
act  of  March  3,  1899,  known  as  the  '' deserted-wife  cases,"  while  the 
papers  of  the  invahd  claim  are  stiU  in  the  admitted  files  and  prior 
to  the  completion  of  a  prima  facie  claim  under  said  act. 

This  is  a  correspondence  card  (Form  3-L-l)  showing  the  title  of 
the  case,  the  group  in  which  payment  is  made  to  the  pensioner,  and 
the  various  steps  in  the  correspondence  prior  to  the  claim  becoming 
prima  facie.  When  the  claim  reaches  that  condition,  this  card  is 
placed  in  the  claim  jacket,  the  claim  being  consoUdated  with  the  papers 
in  the  invalid  case. 


(8-L-l) 
Claimant: 

Pensioner: 

Address: 

Service: 

Attorney: 

CERTinCATE  No. 

Declaration  received: 

Address: 

Returned: 


Returned: 


Returned: 


Returned: 


53.  Card  Form  3-918  is  used  in  making  a  permanent  alphabetical 
index  of  the  claims  filed  under  the  act  of  March  3,  1899,  showing  the 
final  action  of  the  bureau  in  each  case,  and,  in  case  of  allowance,  the 
date  payment  of  one-half  the  invalid  pension  is  ordered. 


PENSION   BUREAU    CARD-RECOBD   SYSTEM. 


37 


(8-918) 


No 

ACT  OF  MARCH  3,  1899. 

Class 

Certificate  No 

Soldier 

Co , Regt 

Co , Regt 

Claimant 

Post  office 

Date  of  filing 

Allowed 

Rejected 

Cause 

Notice  to  D.  C 

Notice  to  pensioner 

Notice  to  bene! 

Notice  to  Gov.  Home 


SPECIAL  ACTS. 

54.  A  card  index,  arranged  alphabetically,  is  kept  of  all  special-act 
pensions  passed  by  each  session  of  Congress.  This  card  contains  the 
name  of  the  beneficiary,  the  certificate  number,  the  soldier's  name 
and  service,  the  proposed  rate,  the  prior  rate,  and  the  increase  caused 
by  the  act;  also  the  private  number,  Congress  and  session,  the  omni- 
bus number,  the  date  of  approval  by  the  President,  the  date  the  cer- 
tificate is  issued,  the  number  of  the  original  bill,  and  the  name  of  the 
Member  introducing  same. 

A  carbon  card  is  made  in  each  case  where  the  bill  provides  for  $50 
or  over. 


38 


PENSION   BUREAU   CAKD-RECOED   SYSTEM. 


MONEY  RECOVERED. 

55.  A  card  index,  arranged  chronologically,  is  kept  of  each  pension 
case  in  which  money  has  been  recovered  by  civil  suit  or  otherwise. 

This  card  contains  the  name  of  the  pensioner,  the  name  and  service 
of  the  soldier,  the  certificate  number,  the  date  and  amount  of  the 
recovery,  and  the  manner  of  making  same. 

A  carbon  copy  of  this  card  is  also  made  and  filed  in  the  general 
correspondence  file. 

PHOTOSTATS. 

56.  A  card  index,  arranged  chronologically,  is  kept  of  all  photostat 
work.  This  card  contains  the  date,  the  name  and  number  of  the 
case,  the  number  of  pieces  photographed,  the  number  of  pages,  the 
names  of  the  examiner  and  the  chief  of  division  for  whom  the  work 
is  done,  the  serial  number,  and  the  approval  of  the  Chief  of  the  Law 
Division. 

ATTORNEYS. 

57.  A  roster  of  the  attorneys  practicing  before  the  bureau  is  kept 
by  an  index  system  of  cards  of  several  colors.  They  are  alphabeti- 
cally arranged  by  States.  A  white  card  (3-L-4)  is  used  where  the 
attorney  is  in  good  standing,  showing  his  name,  his  post-office 
address,  the  date  of  his  admission  to  practice  before  the  department, 
whether  admitted  as  an  agent  or  as  an  attorney,  and  the  name  of  his 
firm  if  he  be  a  member  of  an  enrolled  firm. 


No. 

(8-LHl) 
State 

Office  notified 
State 

Agent,  Attorney. 
Admitted: 

Remarks: 

■ 

Transfer: 

PENSION   BUREAU   CARD-RECORD   SYSTEM. 


39 


58.  A  yellow  card  (3-L-5)  is  used  for  firms  admitted  to  practice 
before  the  bureau,  showing  the  name  of  the  firm,  the  full  names 
of  partners  with  date  of  admission  of  each,  and  the  post-office 
address;  also  notations  as  to  changes  of  address,  transfers,  and  other 
things  affecting  the  status  of  the  firm  before  the  bureau. 

On  a  dissolution  of  partnership,  a  notation  of  same  is  made  on  the 
card. 


No. 

(8.L.5) 
State 

Office  notified: 

Office  notified 

State 

Partnership  dissolved: 

Remarks: 

Agent,  Attorney. 

Admitted: 

Agent,  Attorney. 

Transfer: 

Admitted: 

Agent,  Attorney. 

Admitted: 

40 


PENSION   BUBEAU    OABD-BECORD   SYSTEM. 


59.  A  blue  card  (3-L-3)  is  used  where  the  attorney  or  firm  becomes 
disquaHfied  by  disbarment,  suspension,  prohibition,  or  otherwise,  for 
practice  before  the  bureau.  This  card  displaces  the  white  or  yellow 
card  in  the  files,  all  data  being  transferred  to  it  from  the  white  or 
yellow  card. 


No.                                                                    (8-L-3) 

State 

Oflace  notified 

Agent,  Attorney 
State 

State 

Admitted: 
Disbarred: 

Office  notified 

Transfer: 

PENSION   BUREAU    CAKD-EECORD   SYSTEM. 


41 


60.  On  the  receipt  of  official  information  of  the  death  of  an  agent 
or  attorney,  a  brown  card  (3-L-6)  containing  the  date  of  his  death, 
as  well  as  the  data  on  his  white  card,  is  substituted  in  the  files  for 
his  white  card,  the  name  of  his  widow,  executor,  or  administrator 
being  placed  thereon,  if  known  to  the  bureau. 


No. 

(8-L-6) 

State 

Agent,  Attorney 
State 

Office  notified 

State 

Admitted: 

Office  notified 

Died: 

Transfer: 

Office  notified 

-' 

42 


PENSION    BUEEAU    CAKD-EECORD    SYSTEM. 


60^.  When  a  call  is  made  for  a  certificate  showing  the  official  char- 
acter of  an  officer  before  whom  some  pension  paper  has  been  exe- 
cuted, a  red  card,  Form  3-915,  is  used  and  filed,  showing  the  name 
of  the  officer,  his  official  character,  the  jurisdiction,  the  date  which 
it  is  desired  the  certificate  shall  cover,  the  date  of  the  call  for  the 
certificate,  and  the  title  of  the  case  in  which  the  call  is  made. 


(8-915) 


LAW  DIVISION. 


Name 

Official  cJiaracter. 

State 

County 

Date  called  for 

Date  of  call 

Case  of 


PENSION   BUREAU   CARD-EECOBD   SYSTEM.  43 

SPECIAL  EXAMINATION  DIVISION. 


61.  There  are  maintained  in  this  division  12  card  index  records 
relating  to  the  work  of  its  field  and  office  forces. 

They  are  described  as  follows : 

INDIVrOXJAL  FIELD  RECORD. 

62.  This  record,  filed  alphabetically,  shows  the  official  history  of 
each  special  examiner,  including  former  employees  as  well  as  those 
now  in  the  service.  This  card  gives  his  name,  the  date  of  his  birth, 
his  legal  residence,  the  State  from  which  appointed,  salary,  changes 
of  grade,  with  dates  of  assignment,  recall,  or  separation  from  the 
service.  This  constitutes  the  official  record  of  the  field  personnel, 
and  certified  copies  therefrom,  under  seal  of  the  bureau,  are  fre-~ 
quently  required  in  the  trial  of  impostors  who  fraudulently  pose  as 
special  examiners. 

INDEX  TO  LETTERS  OP  CRITICISM. 

63.  This  record,  dating  from  December  1,  1905,  consists  of  one  or 
more  cards  for  each  special  examiner  whose  work  has  been  the 
subject  of  official  criticism.  The  card  is  designed  to  show  the 
name  of  the  special  examiner  and  the  dates  of  letters  of  adverse 
criticism  respecting  his  field  work  and  the  character  of  delinquency, 
the  latter  being  indicated  by  parenthetic  letters  which  refer  to  cor- 
responding paragraphs  of  an  error  schedule  maintained  in  the  review 
section.  This  record  is  consulted  by  reviewers  in  shaping  corre- 
spondence with  special  examiners  relative  to  faulty  or  insufficient 
work.  It  is  also  of  value  in  the  preparation  of  efficiency  reports. 
These  cards  are  arranged  alphabetically. 

COMMISSION  RECORD. 

64.  This  record,  inaugurated  March  17,  1914,  when  the  current 
form  of  commission,  with  photograph  attached,  was  adopted,  is 
arranged  alphabetically,  one  card  for  each  commission  issued.  This 
card  shows  the  name  of  the  examiner,  the  number  of  his  commission, 
the  names  and  titles  of  signatory  officials,  the  date  of  cancellation, 
and  other  pertinent  information. 

RECOVERY  RECORD. 

65.  This  record  embodies  data,  in  the  form  of  a  receipt  signed  by 
the  Chief  of  the  Finance  Division,  relative  to  cash  recoveries  made 
by  special  examiners.  Running  back  to  1897,  this  record  is  filed 
chronologically,  showing  amounts  and  methods  of  refundments  made 
through  the  Special  Examination  Division,  and  description  of  cases 
involved. 


44    .  PENSION   BUREAU   CAED-RECORD   SYSTEM. 

DAILY  REPORT  RECORD. 

66.  This  card,  Form  3-E-4,  adopted  July  1,  1909,  covers  the  regular 
accounting  period  of  one  month,  and  is  used  as  a  facing  slip  for  the 
daily  reports  of  special  examiners  which,  as  received,  are  posted  on 
this  record.  The  face  of  the  card  provides  space  for  the  name  of  each 
special  examiner,  his  legal  residence,  the  number  of  days  employed 
or  days  on  leave,  the  number  of  depositions  taken,  reports  submitted, 
and  days  in  court;  the  daily  and  monthly  expense  footings,  the  per 
diem  allowance  and  remarks,  while  the  back  is  designed  for  noting 
errors,  disapprovals,  suspensions,  and  subsequent  allowances.  When 
expense  accounts  are  filed  they  are  assembled  with  the  corresponding 
daily  reports  and  facing  slip  and  carefully  compared  therewith,  after 
which  proper  record  is  made  and  the  account  sent  to  the  chief  dis- 
bursing clerk  of  the  department  for  payment.  The  daily  reports, 
with  facing  slips  attached,  are  then  placed  in  the  storage  files.  They 
are  filed  alphabetically,  covering  the  period  from  1912  to  current  date. 


PENSION   BUREAU    CARD-RECOED   SYSTEM. 


45 


[Face.] 


(8-E-.4) 


L.  R. 


Days. 


Deps. 


Repts. 


Court. 


Expense.  Remarks 


Less 

Per  diem. 


Total,  $. 


[Back.] 

46  PENSIOISr    BUREAU    CARD-RECOED   SYSTEM. 

ABSTRACT  OF  DISBURSEMENTS. 

67.  Form  3-E-5  was  adopted  July  1,  1909.  This  is  a  register  of 
vouchers  approved  for  payment  from  the  appropriation  '' Investiga- 
tion of  pension  cases,  Pension  Office,"  showing  dates,  names  of  payees, 
and  amounts,  classified  as  to  per  diem  and  expense.  This  register 
is  checked  against  the  abstracts  of  the  chief  disbursing  clerk  in  con- 
nection with  the  quarterly  administrative  examination  of  his  accounts. 
On  the  back  of  this  card  is  provided  a  form  for  stating  from  time  to 
time  the  condition  of  the  appropriation,  estimates,  and  probable 
balances.  Under  the  practice,  a  report  of  this  character  is  submitted 
monthly  to  the  commissioner  through  the  chi^f  clerk  of  the  bureau. 


PENSION   BUREAU   CARD-RECORD   SYSTEM. 


47 


[Face.l 

(3-E-6) 

CONDITION  OF  APPROPRIATION-INVESTIGATION  OF  PENSION  CASES,  PENSION  OFFICE.  191  . 

1 

Amount  expended  to   ,  19 

Net  expenditure  for ,  ^9 

Estimated  expenditure  for ,  19 

1 
1 

Prospective  balance ,  19 

1 

Indicated  availablA  balance  at  close  of  vear 

[Back.] 

(8-E-6) 

ABSTRACT  OF  DISBURSEMENTS-INVESTIGATION  OF  PENSION  CASES,  PENSION  OFFICE,  191 . 

Date. 

Spectat.  Examiner. 

Per  Diem. 

Expense. 

Total. 

Remarks. 

Brought  forward      



Carried  forward     

48 


PENSION   BUKEAU   CAED-EECORD   SYSTEM. 
SUMMARY  OP  ACCOUNTS. 


68.  Form  3-E-6  was  adopted  July  1,  1909.  This  is  not  only  a 
summary  of  expense  vouchers,  but  also  a  final  record  of  employ- 
ment and  schedule  of  work  performed  by  the  field  force.  Each  card 
covers  the  work  and  accounts  of  a  special  examiner  for  two  years. 
It  is  from  this  record  that  statistics  of  results  accomplished  by  spe- 
cial examiners  and  the  cost  thereof  are  compiled.  These  cards  are 
filed  alphabetically,  covering  the  period  from  July  1,  1909,  to  cur- 
rent date. 


(8-B-6) 
Summary  of  accounts,                                                              Special  examiner. 

Days. 

Deps. 

Repts. 

Per  Diem. 

Expense. 

Total. 

Approved. 

Remarks. 

July.... 

Aug 

Sent.... 

Oct 

Nov.... 

Doc 

Jan 

Feb    - 

Mar.... 

May.... 

June 

Total. 

PENSION   BUKEAU    CARD-RECORD   SYSTEM. 


49 


GENERAL  RECORD. 

69.  This  record  in  present  form  No.  3-E-7  was  adopted  July  1, 
1910.  Its  chief  purpose  is  to  harmonize  discrepancies  between  the 
daily  reports  and  the  monthly  reports  of  special  examiners  employed, 
with  double  columns  in  which  entries  are  made  under  the  captions 
'^Days/'  '^Depositions/'  and  ''Reports/'  the  data  being  taken  from 
the  daily  reports.  Such  entries  are  then  compared  with  the  monthly 
reports,  and  discrepancies  are  noted  in  the  left-hand  division  of 
proper  column.  ''Discrepancy  circulars"  are  then  sent  to  special 
examiners  in  error,  and  when  differences  have  been  properly  recon- 
ciled the  permanent  record  is  accordingly  revised.  The  cost  column 
appended  to  this  form  is  used  in  verifying  the  voucher  register. 
These  cards  are  filed  alphabetically,  covering  the  period  from  July  1, 
1910,  to  current  date. 


GENERAL  RECORD. 

(8-E-7) 

Speclvl  Examiner. 

Days. 

Deposi- 
tions. 

Repoets. 

Cost. 

Brought  forward 

Carried  forward 

46218—16- 


50  PENSION   BUREAU    CAED-BECORD   SYSTEM. 

ATTORNEY  REOOBD. 

70.  This  form,  adopted  in  1912,  shows  the  more  important  changes 
bulletined  by  the  attorney's  desk,  Law  Division,  such  as  disbarments, 
restorations,  and  transfers.  Its  chief  purpose  is  to  .prevent  recog- 
nition, in  correspondence  or  otherwise,  of  disqualified  attorneys. 
These  cards  are  filed  alphabetically,  covering  the  period  from  January, 
1912,  to  current  date. 

CASE  CARD. 

71.  The  case  card,  Form  3-275,  with  retained  face  brief,  index,  and 
copy  of  letter  of  reference,  represents  the  case  in  the  files  of  the  divi- 
sion while  the  essential  papers  are  in  the  field.  Space  is  provided  in 
this  form  for  description  of  the  case,  the  claimant's  post-ofiice  address, 
the  date  papers  were  received  in  the  Special  Examination  Division, 
from  whom  received,  and  record  of  references  to  successive  special 
examiners  with  dates  and  purpose  thereof.  A  ruled  card  slip,  on 
which  indorsements  are  made  in  the  absence  of  the  jacket,  is  attached 
to  the  back  of  the  case  slip  proper,  the  carbon  copy  of  letter  of  refer- 
ence being  placed  between  the  two  to  prevent  its  mutilation  or  destruc- 
tion in  handling.  Upon  the  completion  of  the  special  examination 
of  a  case,  the  corresponding  case  slip  is  filed  with  the  other  papers 
therein;  hence,  the  files  comprise  one  case  slip  for  each  case  in  process 
of  special  examination,  filed  numerically. 


PENSION   BUREAU    CARD-RECORD   SYSTEM. 


51 


(8-276) 

f 

Record^ 
Pages  :^ 

No. 

Claimant: 

Soldier:    

Service:  _     . 

Claimant's  P.  0.  address: 

County, 

n Div. 

,  19 

Rec'd  inS.  E.D. ,19     ,froi 

REFERENCES. 
To 

for  orig.  ex'm'n  at 

County,    -  -  -  - 

,  19 

To          

for  fur.  ex.  as  to 

County,  -  - 

,  19 

To   ■     .. 

for  fur.  ex,  as  to _ 

County, 

,  19 

To - 

for  fur.  ex,  as  to       ..          

County^ 

,  19 

To 

for  fur.  ex.  OrS  to       .                  .... 

. .  _ County, 

52 


PENSION   BUREAU   CAED-RECORD   SYSTEM. 
FILES  SLIP. 


72.  This  Form  3-278  is  used  as  a  monument  showing  the  where- 
abouts of  cases  and  case  slips  temporarily  or  permanently  removed 
from  the  files  of  the  Special  Examination  Division.  It  contains 
spaces  for  noting  description  of  case  and  charges  to  special  examiners, 
reviewers,  and  others.  Cross  references  are  likewise  made  on  this 
form.     They  are  filed  numerically,  dating  back  to  1912,  inclusive. 


(3-278.) 


FILES  SLIP. 


No. 

Rec'dS.  E.D. 

EXAMINER. 

S.  E.  DIVISION. 

Jan. 

Feh. - 

Mar. 

Apr. 

May 

June - 

July 

Aug. .--- 

Sept. 

Oct. 

Nov. 

Dec. 


PENSION   BUREAU   CARD-RECORD   SYSTEM. 


53 


CASE  ACCOUNT. 

73,  This  Form  3-280  was  inaugurated  in  1911.  It  shows  the 
condition  of  the  docket  of  the  individual  special  examiner,  as  well 
as  the  status  of  the  field  work  as  a  whole.  Space  is  provided  for  the 
name  of  the  special  examiner,  the  description  of  cases  referred  to 
him  for  special  examination,  the  date  of  receipt  by  the  special  exam- 
iner, the  date  returned  with  or  without  report,  and  the  nature  of  his 
recommendation. 

BOARD  OF  EEVIEW. 


74.  The  card  records  of  this  division  are  quite  limited.  It  uses 
Forms  3-414  and  3-415  (clearance  section  slips)  as  ab*eady  described 
in  the  systems  of  the  adjudicating  divisions,  and  also  uses  Form  3-421, 
as  do  those  divisions,  to  draw  cases  from  the  admitted  files. 

75.  The  green  card.  Form  3-420  (shown  on  page  22),  which  is 
attached  to  and  sent  with  a  case  from  the  adjudicating  divisions  to 
the  Board  of  Review,  is  the  principal  card  index  in  use  here.  It  is 
filed  in  numerical  order  and  is  retained  in  the  files,  showing  the  vari- 
ous charges  of  the  case  to  reviewers  or  to  other  divisions  until  its 
final  disposition. 

76.  A  white  ruled  card  is  used  for  charging  cases  to  reviewers. 

77.  A  card  record.  Form  3-N-l,  recently  established,  is  used  as  an 
index  to  the  unprinted  decisions  of  the  Secretary  of  the  Interior,  to 
the  orders  and  rulings  of  the  Commissioner  of  Pensions  and  the  Chief 
of  the  Board  of  Review,  and  to  such  other  information  from  various 
sources  as  may  be  of  use  in  the  work  of  the  board.  The  arrangement 
is  alphabetical  by  subjects  and  the  cards  show  cross  references. 


(8-N-l) 

Title. 

Date. 

Author- 
ity. 

Page. 

Book. 

- 

■ 

'54  PENSION   BUKEAU   CAKD-RECORD   SYSTEM. 

CERTIFICATE  DIVISION. 

78.  The  card-index  records  of  this  division  give  the  number  of 
and  data  concerning  every  pension  certificate  issued  by  the  bureau 
since  the  Revolution.  They  embrace,  however,  several  series  of  cer- 
tificates, each  arranged  numerically,  as  of  its  particular  class,  accord- 
ing to  the  war  or  period  of  service  on  account  of  which  the  pension  was 
granted. 

They  are  described  as  follows : 

79.  The  ^'Old  war  invalid"  series.  Form  No.  3-K-3,  includes  those 
based  upon  disability  incurred  in  the  service  since  the  Revolution 
and  prior  to  March  4,  1861,  while  the  ''Civil  War  invalid"  series, 
Form  No.  3-K-4,  embraces  all  those  whose  service  was  subsequent 
to  that  date,  whether  disabled  in  the  service  or  not.  This  series 
was  merged  into  the  ''Army  invalid''  series  after  certificate  No.  9486 
was  issued. 

80.  The  ''Old  war  invalid"  cards  are  white,  and  are  designed  to 
show  the  law  under  which  the  pension  was  granted,  the  class  of 
pension — i.  e..,  whether  original,  increase,  or  a  restoration,  etc. — also 
the  agency  group  number  for  payment,  the  date  of  issue,  and  the  rate. 
Each  card  contains  spaces  showing  issues  to  and  giving  the  data  per- 
taining to  the  certificates  of  four  soldiers  whose  certificates  might  have 
borne  the  same  number  as  on  this  card,  as  the  same  number  was  often 
given  to  the  certificates  of  different  soldiers  who  had  served  either 
in  the  War  of  1812,  or  the  Mexican  War,  or  the  Indian  wars,  or  in  the 
Regular  Service  prior  to  March  4,  1861. 

81.  Other  descriptions  of  claims  on  account  of  the  "Old  wars"  have 
been  made  for  service  of  survivors  and  their  widows,  as  will  appear 
later  when  described  under  card,  Form  3-K-5. 


PENSION   BUREAU    CARD-RECORD   SYSTEM. 


55 


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PENSION   BUREAU    CAKD-BECORD   SYSTEM. 


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PENSION   BUREAU   OARD-RECOED   SYSTEM.  57 

82.  The  ''Old  war  widows"  series  is  also  given  on  card,  Form 
3-K-5.  It  shows  allowances  to  all  widows  of  soldiers  whose  death 
was  due  to  disability  incurred  in  the  service  after  the  Revolution  and 
prior  to  March  4,  1861.  This  card  is  salmon  in  color,  and  is  designed 
to  show  the  law  under  which  the  pension  was  granted,  the  class  of 
pension,  the  agency  group  number  for  payment,  the  date  of  issue, 
and  the  rate  of  pension. 

83.  The  several  series  of  certificates  for  the  1812  War  survivors, 
the  Indian  War  survivors,  and  the  Mexican  War  survivors,  and  for 
the  widows  of  those  wars — that  is,  those  not  pensioned  on  account 
of  the  death  of  the  soldier  having  been  due  to  disabiUty  incurred  in 
the  service — are  also  made  on  card  Form  3-K-5,  described  above, 
so  that  this  card  may  bear  a  number  which  belonged  to  the  certifi- 
cates issued  to  seven  persons,  which  in  itself  shows  the  necessity  for 
its  arrangement  in  a  numerical  series. 


58 


PENSION   BUREAU   CAED-BECORD   SYSTEM. 


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PENSION   BUREAU    CARD-RECORD   SYSTEM. 


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PENSION    BUREAU    CAED-RECORD    SYSTEM. 


(8-K-2) 

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PENSION   BUREAU   CARD-EECOED   SYSTEM.  61 

84.  The  '^Navy  invalid''  series  of  card  records  is  of  blue  cards, 
Form  No.  3-K-2,  and  gives  the  numbers  of  and  the  data  concerning 
the  certificates  for  pension  issued  on  account  of  naval  service  subse- 
quent to  March  4,  1861.  The  number  begins  with  1  and  runs  up  to 
42035  and  there  stops,  because  certificates  issued  after  August  12, 
1910,  were,  under  order  of  the  commissioner,  placed  in  the  Army 
series  of  invalid  pensions  in  the  regular  order  of  numbering  in  that 
series,  which  may  eventually  be  called  the  Army  and  Navy  series. 
These  cards  show  the  certificate  number,  the  name  of  the  sailor,  his 
service,  the  law  under  which  pensioned,  the  class  of  pension,  the 
agency  group  number  for  payment,  the  date  of  issue,  the  rate  of  pen- 
sion, the  disability  for  which  pensioned,  and  a  place  for  ''remarks.'' 

85.  The  ''Navy  widows"  series  is  also  given  on  this  card.  Form 
3-K-2,  on  the  reverse  side.  These  number  up  to  21618  and  record 
the  certificates  issued  to  widows  of  sailors  who  served  after  March  4, 
1861.  This  series  also  ended  after  August  12,  1910,  being  placed 
since  then  in  the  regular  order  of  numbering  in  the  Army  series  of 
widow's  pensions,  which,  as  before  stated,  may  eventually  be  called 
the  Army  and  Navy  series. 


62 


PENSION   BUEEAU   CABD-EECOKD   SYSTEM. 


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PENSION   BUREAU   CARD-EECOKD   SYSTEM.  63 

86.  The  '^Army  invalid  series"  is  the  largest  card  record  in  this 
division  and  contains  more  than  a  million  cards.  It  is  made  on  a 
white  card,  Form  No.  3-K-4,  and  gives  the  numbers  of  and  the 
data  concerning  the  certificates  issued  to  all  those  who  have  received 
a  pension  on  account  of  disability  incurred  in  the  service  since  March 
4,  1861,  or  prior  to  that  date  in  ''Old  war"  cases  merged  into  this 
series,  or  for  service  alone,  or  for  age  and  service  combined  since  that 
date,  or  for  any  other  reason  not  included  in  the  preceding  classes. 

The  numbering  in  this  series  began  at  9487,  following  the  last 
number,  9486,  in  the  ''Old  war  invalid"  series,  described  above. 

The  certificates  issued  on  account  of  the  War  with  Spain  and  the 
Regular  Establishment  are  also  included  in  regular  numerical  order 
in  this  series.  This  card  contains  the  same  data  as  the  cards  above 
described. 

87.  The  "Army  widows"  series  is  the  next  largest  card  record  of 
certificates  and  numbers  nearly  a  million.  It  also  is  made  on  card 
Form  No.  3-K-4,  reverse  side,  and  includes  certificates  issued  to  the 
widows  and  dependents  of  those  who  served  subsequent  to  March  4, 
1861,  including  aU  classes  except  those  specially  named  heretofore. 
This  series  began  with  number  1  and  has  reached  to  nearly  a  million. 


64 


PENSION    BUREAU    CARD-BECOED   SYSTEM. 


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PENSION   BUREAU   CARD-RECOED    SYSTEM, 


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46218—16 5 


66  PENSION   BUREAU   CARD-RECORD   SYSTEM. 

FINANCE  DIVISION. 


88.  The  card-index  records  in  use  in  this  division  are  described 
as  follows,  and  a  sample  card  of  each  is  given  herewith,  the  numbers 
being  as  of  the  date  June  30,  1916: 

Form  No.  3-P.  A.  1:  Army  invalid. 
Form  No.  3-P.  A.  2:  Army  widow. 
Form  No.  3-P.  A.  3:  Army  minors. 
Form  No.  3-P.  A.  4:  Army  dependent. 
Form  No.  3-P.  A.  5:  Navy  invalid. 
Form  No.  3-P.  A.  6:  Navy  widow. 
Form  No.  3-P.  A.  7:  Navy  minors. 
Form  No.  3-P.  A.  8:  Navy  dependent. 
Form  No.  3-P.  A.  11:  Invalid  automatic. 
Form  No.  3-1088:  Widows,  etc.,  voucher  card. 
Form  No.  3-1089:  Invalid  voucher  card. 
Form  No.  3-P.  A.  10:  Soldiers'  Home  record. 
Form  No.  3-D.  1:  Guardian  record. 
Form  No.  3-809:  Case  files  slip. 

89.  Forms  No.  3-P.  A.  1  to  3-P.  A.  8,  inclusive,  are  used  in  making 
up  the  pension  roll,  which  is  the  basis  of  all  pension  payments. 
Both  sides  of  the  card  are  used.  On  one  side,  called  the  '  'History  side," 
all  essential  data  relative  to  allowances  and  conditions  of  payment  are 
noted;  and  on  the  other,  called  the  '^ Ledger  side,"  all  payments  are 
entered  as  they  are  made,  space  being  provided  for  such  entries  to  the 
end  of  the  year  1930.  The  name  of  the  pensioner  is  entered  on  the 
history  side  surname  first,  and  on  the  ledger  side  Christian  name  first. 

90.  During  the  time  that  pensioners'  names  remain  on  the  roll 
their  cards  are  kept  in  alphabetical  order  by  classes,  with  the  ledger 
side  to  the  front,  in  what  is  known  as  the  ''live"  file.  When  their 
names  are  dropped  from  the  roll  on  account  of  death  or  for  other  cause, 
the  cards  are  removed  to  what  isknown  as  the ' '  dead ' '  file  and  placed  with 
the  history  side  to  the  front,  in  alphabetical  order  regardless  of  classes. 

91.  The  pension  roll  is  divided  into  three  groups  or  sections, 
according  to  the  different  periods  of  quarterly  payments,  as  prescribed 
by  section  2  of  the  act  of  August  17, 1912.  (37  S.L.,  312.)  Each  group 
is  therefore  obliged  to  maintain  its  "live"  and  "dead"  files  separate 
from  the  others  to  avoid  confusion  in  quarterly  payment  periods  and 
dates,  the  months  for  which  payments  are  made  not  being  shown  on  the 
ledger  side  of  the  card.     The  payment  dates  by  groups  are  as  follows : 

Group  I:  January  4,  April  4,  July  4,  October  4. 
Group  II:  February  4,  May  4,  August  4,  November  4. 
Group  ill:  March  4,  June  4,  September  4,  December  4. 

92.  This  division  of  the  pension  roll  by  distribution  of  the  quarterly 
payment-dates  through  the  12  months  of  the  year  in  place  of  having 
them  fall  on  March  4,  June  4,  September  4,  and  December  4,  as 
originally,  was  first  made  by  the  act  of  March  3,  1891  (26  S.  L.,  1082), 
by  division  of  the  then  existing  18  pension  agenciesjnto  three  groups 
of  six  agencies  each,  one  purpose  of  the  change  being  evidently  a  better 
distribution  of  the  work  of  accounting  in  the  Treasury  Department. 


PENSION  BUEEAU   OABD-EECOBD  SYSTEM. 


67 


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PENSION   BUREAU    CAED-EECORD   SYSTEM. 


73 


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76 


PENSION    BUREAU    CAED-EECORD    SYSTEM. 


93.  Form  3-P.  A.  11,  ''Invalid  automatic,"  is  used  only  in  con- 
nection with  automatic  increase  allowances  under  the  act  of  May 
11,  1912,  as  amended  by  the  act  of  March  4,  1913.  These  cards  are 
kept  in  alphabetical  order  in  connection  with  the  ' '  live ' '  roll  file  by 
the  quarterly  periods  in  the  future  within  which  the  increased  rates 
will  commence,  and  thus  will  serve  as  a  '' tickler"  system  for  ready 
identification  of  the  cases  or  cards  calling  for  increase  payments  as 
the  quarters  arrive.  A  repeated  sorting  of  the  roll  cards  with  each 
quarter  to  find  the  ones  calling  for  increased  payments  is  thus  saved. 


NAME:                                                                                                                                      (3-P.  A.  11) 

Certificate  No. 

INVALID. 

AUTOMATIC. 

1 

Rate. 

Date  of  commencement. 

Month. 

Day. 

Year. 

94.  Forms  3-1088  and  3-1089  serve  as  a  file  for  use  in  the  prepara- 
tion of  vouchers  for  quarterly  payments.  The  vouchers  are  written 
from  data  entered  on  these  cards  instead  of  from  the  roll  cards, 
which  permits  of  the  roll  cards  remaining  in  their  places  and  accessi- 
ble for  other  purposes  during  the  voucher-writing  operation,  and  the 
file  may  be  kept  in  classes  by  voucher  forms  instead  of  according  to 
the  roll  classification.  The  file  is  now  comparatively  small,  as  less 
than  5  per  cent  of  the  pensioners  are  paid  on  separate  individual 
vouchers. 


PENSION   BUREAU   CAED-KECOED   SYSTEM. 


77 


(3-1088) 


Roll  No. 


Name: 


Certificate  No. 


Name  of  Soldier: 


Rank,  Company  and  Regiment: 


Rate  and  commencement  of  pension: 


Date  of  certificate: 


Names  of  Minors: 

Commence- 
ment: 

Ending: 

Post-office  address  and  Remarks: 


(3-1089) 


Roll  No. 


Name: 


Certificate  No, 


Disability: 


Rank,  Co.,  and  Regiment: 


Rate  and  commencement  of  Pension: 


Class  of  Certificate: 


Date  of  Certificate: 


Remarks: 


P.  O.  Address: 


Last  paid  to— 


78 


PENSION   BUEEAU    CAKD-RECORD   SYSTEM. 


95.  Form  3-P.  A.  10  is  used  in  a  file  which  is  in  the  nature  of  a 
desk  record  for  the  convenience  of  the  clerks  in  charge  of  Soldiers' 
Home  cases  in  Group  III.  The  form  is  the  same  as  the  one  in  use 
in  the  index  file  of  the  disbursing  office.  Tlie  file  is  made  up  from 
the  reports  of  admissions  and  discharges  from  the  homes,  and  is 
needed  as  a  ready  reference  for  the  reason  that  the  home  members 
are  made  up  of  all  classes  of  invalid  or  male  pensioners,  and  they 
are  constantly  shifting.  The  average  home  membership  is  about 
22,000. 


NAME: 


(3-P.  A.  10) 


Certificate  No. 


Law: 


Class: 


Former  agency: 


Remarks: 


96.  Form  3-D-l,  guardians'  record,  is  used  in  maintaining  a  file 
of  all  fiduciaries  to  whom  pensions  are  paid.  The  file  is  kept  in 
alphabetical  order,  by  name  of  the  guardian.  The  file  originated 
with  the  practice,  authorized  by  a  departmental  decision,  of  requiring 
guardians  to  account  periodically  to  the  bureau  for  pension  received. 
Said  decision  was  overruled,  and,  in  place  of  the  accounting,  guardi- 
ans were  required  by  a  departmental  order,  which  is  still  in  force, 
to  biennially  file  certificates  of  the  courts  appointing  them,  to  show 
that  they  had  accounted  thereto  as  required  by  law,  or  that  the 
requirement  for  accounting  had  been  waived  by  the  court.  The 
cases  under  guardianship  number  about  10,000. 


(3-D-l) 

Appt'd.                                                         Date. 

Soldier. 

Date  of  Execu- 
tion. 

Biennial  Year. 

Class.                               Certificate  No. 

Vice: 

Successor: 

Appt'd: 

Agency: 

PENSION   BUKEAU   CAED-RECOKD   SYSTEM. 


79 


97.  Form  3-809  is  used  in  connection  with  the  case  work  of  the 
division,  as  a  charge-in  and  charge-out  sHp,  the  charge-in  being  to  the 
clerk  handling  the  case  in  the  division,  and  the  charge-out  to  the 
division  to  which  the  case  is  sent. 


(8-809) 

f  Orig.  No 

Class. 

I  Cert.  No 

Soldier, ... 

Co         ., Reg't 

Examiner. 

Date. 

Civil  War  Division 

Army  and  Navy  Division 

Law  Division 

Certificate  Division 

Special  Examination  Division 

Board  of  Review . 

Record  Division 

Abandoned  files 

Admitted  files 

Miscellaneous 

80  PENSION    BUKEAU    CAED-EECOKD    SYSTEM, 

DISBURSING  DIVISION. 


98.  The  card  index  of  this  division  is  made  on  Form  3-P.  A.  10, 
a  sample  of  which  is  herein  shown.  There  are  47  different  sub- 
visions  into  which  pensioners  are  classified,  but  the  cards  representing 
them  are  arranged  alphabetically  with  guides,  and  make  a  complete 
index  of  all  the  pensioners  on  the  roll  and  a  key  to  their  cases  in  the 
bureau.  Each  card  contains  the  name  of  a  pensioner,  the  certificate 
number,  the  law  under  which  the  claim  was  allowed,  the  class  of 
pension,  the  number  of  the  division  section  having  jurisdiction  as  to 
its  payment,  and  a  space  for  remarks  and  cross  references.  This 
index  shows  readily  whether  any  particular  person  is  a  pensioner, 
and,  if  so,  reference  to  his  addressograph  plate  shows  his  last  post 
office  address.  This  index  is  not  only  of  great  importance  in  the 
work  of  this  division,  but  other  divisions  of  the  bureau  are  con- 
stantly seeking  its  help.  If  the  name  and  certificate  number  are 
given  in  an  inquiry  about  any  case,  it  is  possible  to  locate  the  case  in 
a  fractional  part  of  a  minute,  and  even  where  the  certificate  number 
is  not  given  the  case  is  identified  and  located  in  a  very  short  time. 
It  is  also  used  in  supplying  the  last-known  addresses  of  survivors  of 
regiments  and  other  organizations  of  pensioners.  The  average  daily 
references  to  this  index  are  more  than  600. 


(3-P.  A.  10) 

Name: 

Certificate  No. 
Law: 


Class: 


Section  No. 


Remarks: 


99.  The  addressograph  system  of  name  plates  in  this  division  can 
not  be  used  for  ready  reference,  notwithstanding  the  plates  show  the 
certificate  number  and  the  address  of  the  pensioner,  because  they  are 
divided  into  sections  and  further  subdivided  into  laws  and  classes, 
so  that  the  entire  roU  is  split  up  into  more  than  160  subdivisions; 
but  these  plates  are  used  in  writing  checks  and  schedules. 


PENSION   BUREAU    CARD-RECORD   SYSTEM. 

MAIL  AND  SUPPLIES  DIVISION. 


81 


100.  A  set  of  roster  cards  of  examining  surgeons,  as  was  described 
as  being  in  the  Medical  Division,  is  kept  in  this  division  for  the  pur- 
pose of  furnishing  supplies  to  the  surgeons  in  the  field. 

101.  A  series  of  cards  (Form  3-A-3),  arranged  numerically  accord- 
ing to  item  number  of  stationery  and  miscellaneous  supplies  and 
form  number  of  blanks,  is  used,  showing  the  quantity  and  date  of 
the  receipt  of  supplies  and  blanks,  requisition  number,  and  the 
quantity  issued  each  month  to  the  several  divisions  of  the  bureau, 
and  the  total  issued  each- six  months  and  each  year,  and  the  remain- 
der in  stock  for  each  period. 


(3-A-3) 

Item 
No. 

Form  3— 

NAME: 

Balance 

Requisition  No 

No.  received. 

Year,  19 

Day  of  month 

Divisions. 

Drawn. 

Jan. 

Feb. 

Mar. 

APRIL. 

May. 

JUNE. 

Total. 

Grand 
Total. 

Commissioner 

Deputy  Com'r 

Chief  clerk.. 

Medical 

Board  of  Review . . 

S.E.  Division 

Army  and  Navy 

Civil  War 

Certificate 

Finance 

Record . . 

Law 



Mail  and  supplies.. 

Superintendent 

Files 

Disbursing  office.. . 

Special  examiners . 
Ex.  surgeons  ...  . 

Total  .  .  . 

Balance 

1 

1^ r"-  1    ""  [  "' '  i 

46218—16- 


82 


PENSION   BUREAU    CAED-RECORD   SYSTEM. 


102.  A  series  of  cards,  Form  3-A-6,  numerically  arranged  accord- 
ing to  the  item  number  on  the  general  supply  schedule,  shows  the 
name  of  the  item,  date  of  requisition  for  stationery  or  miscellaneous 
suppUes,  quantity  ordered,  date  of  receipt,  cost  of  the  requisition, 
total  quantity  and  cost  of  the  item  used  each  year,  with  contract 
price  and  name  of  contractor  for  each  year. 


, ,                                                                                                                                      (3-A-6) 

ITEM. 

Date  of  Order. 

Quantity. 

Received. 

Cost. 

Used  in- 

Quantity. 

Cost. 

Price. 

Contractor. 

1906 
1907 
1908 
1909 
1910 
1911 
1912 
1913 
1914 
1915 

" 

Note: 

1 

PENSION   BUREAU   CARD-RECORD   SYSTEM. 


83 


103.  Another  series  of  cards  (Form  3-A-7)^  numerically  arranged 
according  to  form  number  of  printed  blanks,  books,  and  cards,  pro- 
vides for  the  form  number  of  item  and  title,  date  of  requisition, 
number  of  requisition  and  quantity  ordered,  date  of  receipt  and  cost 
of  same;  it  also  shows  the  division  using  the  form,  when  the  form  was 
adopted,  old  and  new,  action  of  committee  when  considering  the 
form,  date  of  revision,  and  quantity  used  each  year. 


Form  No. 


Title: 


(8-A-7) 


Date  of 

ORDER. 


Quantity. 


Requisi- 
tion No. 


Date 

REC'D. 


Cost. 


Used 
by: 


Form 
adopt- 


Old. 
New, 


Committee 
A'^tion:  ... 


Revised. 


Quantity 

used  in— 

1908 

1900 

1909 

1901 

1910 

1902 

1911 

1903 

1912 

1904 

1913 

1905 

1914 

1906 

1915 

1907 

1916 

Note: 


104.  Money  and  pension  checks  received  in  the  division  are 
recorded  on  3  by  5  inch  cards  (Form  3-B-l),  ruled  on  one  side.  On 
these  cards  are  recorded,  in  the  case  of  money,  the  amount,  number 
of  check,  draft,  or  money  order,  date  and  place  of  issue,  name  and 
address  of  remitter,  and  the  information  requested.  This  card  with 
the  cash,  check,  draft,  or  money  order  is  sent  to  the  Finance  Division 
and  receipted  for  by  the  chief  of  that  division  on  the  card,  which  is 
then  placed  on  file  in  this  division. 

105.  In  the  case  of  pension  checks  the  name  of  pensioner,  number 
of  pension  certificate,  check  number,  with  the  date  of  issue,  amount 
of  check,  and  a  record  of  any  papers  with  the  check  are  entered  on  the 
card,  which  with  the  check  is  sent  to  the  disbursing  clerk,  who  receipts 
for  same  on  the  card,  which  is  then  placed  on  file  in  this  division. 


84 


PENSION    BUKEAU    CARD-RECORD    SYSTEM. 

CHIEF  CLERK'S  BRANCH. 


106.  The  card  index  records  used  in  the  chief  clerk's  branch  are 
here  given,  at  the  end  of  this  report,  for  the  reason  that  there  was  no 
logical  place  for  their  description  in  the  arrangement  of  the  several 
divisions  of  the  bureau. 

Form  1-034  is  the  card  used  in  all  the  divisions  for  making  applica- 
tion for  leave  of  absence,  whether  annual  leave,  sick  leave,  or  leave 
without  pay.  This  card,  pink  in  color,  is  filled  out  in  the  divisions. 
The  application,  recommended  by  the  chief  of  division,  is  forwarded 
to  the  chief  clerk's  room,  where,  after  examination  of  the  eraployee's 
leave  record  for  the  year  and  the  statement  of  same  made  thereon, 
on  being  duly  approved,  is  filed  alphabetically  for  each  calendar  year. 
Each  card  is  retained  for  three  years  in  its  series,  and  is  then  destroyed. 

107.  Form  l-034a,  a  blue  card,  is  used  for  reporting  tardiness.  It. 
is  forwarded  by  the  division  chiefs  to  the  chief  clerk's  room  with  a 
recommendation  to  excuse  or  to  charge  time  to  the  employee.  These 
cards  are  also  filed  alphabetically. 

108.  Form  1-110  is  a  large  card  used  throughout  the  several 
bureaus  of  the  Interior  Department.  On  it  is  kept  the  account  of 
all  leaves  of  absence  of  every  kind  for  every  employee.  These  cards 
are  classified  by  the  divisions  and  arranged  alphabetically  as  to 
•employees,  and  are  retained  for  a  period  of  10  years  before  being 
destroyed. 

109.  Form  3-1-1  is  a  consolidated  time  card.  It  gives  the  record 
of  the  leave  of  absence,  amount  and  kind,  of  every  employee  for  a 
period  of  years. 


CONSOLIDATED  TIME  CARD.                           (3-i-i) 
Name , Appointed 

1910 

1911 

1912 

1913 

1914 

1915 

1916 

1917 

1918 

1919 

1920 

1921 

Totals. 

Arinnal 

Sick 

W.  0.  P 

Mil 

Quar 

Changes 

PENSION   BUKEAU   CAKD-RECORD   SYSTEM. 


85 


110.  A  series  of  personal  cards  is  also  maintained  in  the  chief 
clerk's  room.  This  card  shows  the  date  of  appointment  in  the  bureau 
of  each  employee,  the  State  from  which  appointed,  the  date  of  any 
changes  in  grade,  and  the  division  in  which  employed.  These  cards 
are  also  filed  alphabetically. 

When  the  connection  of  an  employee  with  the  bureau  is  terminated, 
his  card  is  removed  to  another  cabinet  and  is  there  filed  alphabetically. 


! 

Name: 

Division. 

Date  of  appointment,  position,  salary: 

86 


PENSION   BUEEAU   CARD-RECORD   SYSTE^. 


111.  Another  card  index  shows  the  salary  and  address  of  all 
employees  of  the  bureau, 

112.  In  connection  with  the  personal  files  of  employees  in  the 
appointment  room  there  is  kept  a  card  index,  Form  3-D-2,  alpha- 
betically arranged,  showing  the  name  of  the  employee,  the  date  of 
appointment,  the  position  to  which  appointed,  including  the  method 
of  appointment,  the  salary,  the  legal  residence,  whence  appointed, 
when  and  where  born,  naval  or  military  service,  if  any,-  and  whether 
married  or  single.  Every  change  of  status  is  noted  on  these  cards. 
On  the  back  of  the  cards  is  a  place  for  indorsements,  changes  of  name 
and  of  legal  residence,  etc. 

113.  Upon  the  termination  of  service  of  an  employee,  his  personal 
card  and  file  are  placed  in  the  ''Out''  files  alphabetically,  thus 
forming  a  complete  record  of  every  person  employed  in  the  bureau 
at  any  time. 


(8-D-2) 

Name. 

Legal  residence. 

Date  of  appointment,  position,  salary. 

Whence  appointed. 

When  and  where  born. 

Naval  or  military  service. 

Offlclal  record. 

Division. 

Married.                                Single. 

1 

PENSION  BUREAU   CARD-ItECOED   SYSTEM. 


87 


114.  In  the  appointment  rboni  is  dso  main  tallied  a  card-index 
record  of  the  boards  of  examining  surgeons,  single  surgeons,  and 
expert  examining  surgeons.  There  are  seven  sets  of  cards  in  use 
in  these  records,  as  follows: 

First.  Board  cards  showing:  Congressional  district,  city  or  town,  county,  day  on  which 
boards  meet,  hour  of  meeting,  and  place  where  board  meetings  are  held. 

Second.  Board  card  showing:  City  or  town,  county  and  State,'and  names  of  members 
of  board,  with  their  addresses. 

Third.  Personal  card  showing:  Name,  date  of  oath,  by  whom  recommended,  where 
graduated,  system  of  medicine,  location  of  board — county  and  State,  post-office 
address — age,  naval  or  military  service,  if  any. 

Fourth.  Single  surgeon  card  showing:  Town  where  located,  county.  State,  name. 

Fifth.  Personal  card,  single  surgeon,  showing:  Name,  town  where  located,  county 
and  State. 

Sixth.  Expert  examining  surgeon  card  showing:  Town  where  located,  county, 
State,  name. 

Seventh.  Personal  card,  expert  examining  surgeon,  showing:  Name,  location, 
county.  State. 


1 

Names. 

Board: 

Post-office  addresses: 

1 

(8-M-2) 

Name. 

Board. 

Date  of  oath: 

Post-office  address: 

Recommended  by: 

Age: 

Graduated: 

Naval  or  military  service: 

System  of  medicine: 

Date  and  cause  of  removal: 

■     '                                                                                                                        1 

88  PENSION   ByR5:AU.CAE5>RECOKD   SYSTEM. 

115.  In  connection  with  the  pay  roll  of  the  bureau  there  is  kept 
in  the  appointnment  room  a  card  index  of  the  employees,  alpha- 
betically arranged  by  classes,  showing  the  name,  salary,  and  grade 
of  each. 

116.  In  the  library  two  card  indexes  are  maintained.  One  is  an 
index  of  the  books;  the  other  pertains  to  subject  matter. 

o. 


YC  24456 


UNIVERSITY  OF  CALIFORNIA  UBRARY 


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